Abstract # TUAE0102: Health Services Reporting Tool Helps ASOs and Funders Meet Accountability Requirements, Monitor Programs and Identify Emerging Trends.

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Abstract # TUAE0102: Health Services Reporting Tool Helps ASOs and Funders Meet Accountability Requirements, Monitor Programs and Identify Emerging Trends XVII International AIDS Conference Mexico City, 3-8 August 2008 By: Ontario Ministry of Health & Long-Term Care Toronto, Ontario, Canada https//

2 History The AIDS Bureau (Ontario Ministry of Health & Long-Term Care) & the Public Health Agency of Canada (PHAC) fund a variety of community-based organizations in Ontario to provide HIV prevention; & support services for people living with HIV. With two funders (multi-jurisdictions) to report to, the agencies found the reporting processes onerous & information gathered was often not useful. 3 strategies…Ontario HIV/AIDS strategy ( ), Federal Initiative to Address HIV/AIDS in Canada (2004), & Leading Together (2005) …all recommended the simplification of reporting tools to improve the information being collected & reduce the administrative burden on reporting agencies.

3 OCHART Development Need identified in strategies Agency consultation and review – process included direct agency involvement/feedback Data capacity survey and IT assessment of agencies Contracted with the OHTN Focus-tested the application Training and implementation The OHTN hosts the web- based tool, provides administrative, technical and analytical support for the OCHART, including consolidating the data into an annual report A working group meets regularly to discuss OCHART outcomes and necessary refinement In 2005, AIDS Bureau & PHAC introduced a joint web-based reporting tool in consultation with funded agencies: the Ontario Community HIV/AIDS Reporting Tool (OCHART)

4 Purpose of OCHART The purposes of collecting and reporting data on funded community based HIV/AIDS services are to: Improve: the quality and consistency of information about services Provide: funders with information on use of funds (accountability) to guide planning agencies with information to plan and strengthen their programs/services Identify: research issues/questions and convey trends in the community

5 The OCHART Agencies submit the OCHART twice each fiscal year: in October (April-September) and April (October-March). Agencies provide program-level, not client-level data. It is not possible to identify the exact number of people served or the mix of services used by each individual. The agencies may access all their entered data (past and present), as it is maintained and available online/web-based. Data quality and consistency are improving over time – enhanced by training, reports and KTE events.

6 Web-Based OCHART

7 OCHART Content Overview Organization Information Program/Project Information – Contact listing for all staff Governance Human Resource Issues Organizational Funding Catchment Area Characteristics Program Planning and Evaluation Partnerships Education and Community Development Outreach Initiatives Support Services Use of Volunteers and Students Injection Drug Use Outreach Programs The number of funded reporting agencies in 2006/2007 was 77.

8 Example: Involvement of Target Populations

9 Example: Presentations and Participants

10 Example: Support Service Users

11 Example: Volunteers

12 Knowledge Translation Annual report is developed analyzing the data; agencies attend KTE session to discuss trends, issues & regional differences. Agencies can also receive reports on their agency data for use in presentations, program management, planning & evaluation. Lessons Learned OCHART has helped identify shifts in client needs & service mix, as well as issues for health services research & advocacy purposes. Agencies are more engaged in understanding & using their data. Providing opportunities for agencies to come together to discuss the data provides a better understanding of emerging issues & trends; helps networking & supports program development.

13 Next Steps Continuing to work on increasing ASO understanding of data collection & analysis – conducting trainings (via web) & other KTE; working on common definitions. Ongoing refining of questions for clarity & adding some questions to enhance qualitative data; periodic review of OCHART required – not static. Development of client level database for ASOs & future connection with OCHART – will increase ability to assess impact of services & assist agencies with work/reporting. OCHART data are now being used to inform the province’s new strategic plan.

14 For More Information: Frank McGee, AIDS Coordinator AIDS Bureau, Provincial Programs Ontario Ministry of Health & Long-Term Care / Joanne Lush, Program Supervisor Community-based AIDS Education & Support Programs AIDS Bureau, Provincial Programs Ontario Ministry of Health & Long-Term Care / AIDS Bureau Website: OCHART Website: To view the annual OCHART report in full: Anita Fervaha Program Consultant, HIV/AIDS Public Health Agency of Canada Ontario and Nunavut Region Public Health Agency Website: